Contacts, accounts and the high-value list
Contacts with titles, emails, phones, tags, property type, source,
email status, how many messages have gone out, when they were last
contacted and when they are next due. Accounts are a real thing
rather than a text field, so a hospital group is one account with
several buildings and several people. A priority tier for the
account types worth their own cadence (hospitals, universities,
hotels, property management firms, facility managers) with its own
view. Bulk select, bulk edit and bulk delete, and a bin that holds a
deleted record for thirty days so a bulk mistake is survivable.
The outreach queue
One screen your rep runs their day from, with tabs for the life of a
message: waiting for a person, approved and waiting for the send
window, snoozed, sent, replied, failed, rejected. Edit, approve,
reject, snooze one, snooze everything until tomorrow. Bulk approve
and bulk reject. A rep sees the drafts they wrote; a manager sees the
whole company and can filter to one rep or to the ones nobody owns.
Drafts in your own voice
Each user has a voice profile: how they open to a warm contact and a
cold one, how they close, how they sign off, how long a message
should be, and the phrases they never want to see. Paste in three to
five emails you have actually sent and the software reads the profile
out of them. Drafts are then written from that profile plus what is
known about the contact: property type, last touch, the trigger that
caused it. No account with anybody required, and no network call.
Storm and fire triggers
The storm agent watches National Weather Service alerts for your
service area and turns the restoration-relevant ones into events:
severe thunderstorm, tornado, flash flood, flood, hurricane and
tropical storm, hard freeze, winter storm, high wind. It matches your
contacts and accounts in the affected area and drafts follow-ups into
the queue, held for approval, deduplicated so one hailstorm does not
produce eight messages to the same person. The fire agent does the
same from news feeds you configure, for commercial property fires.
The property sweep
Define zones, group them into tiers, and the sweep reads commercial
properties out of OpenStreetMap through the Overpass API: offices,
hotels, apartments, medical, schools, retail centres, warehouses,
churches, government. Everything lands on a review page with filters,
sorting, inline notes and a yes / no / maybe rating, and nothing
becomes an account until you say so. Open map data, attribution
displayed, no contract and no key.
Networking groups and the give-and-get ledger
Groups, rosters, a contact in as many groups as they belong to with a
role in each, and emailing a whole roster through the same approval
queue as everything else. Referrals recorded in both directions with
a running balance per member.
Client retention, and lead scrubbing
Seasonal check-ins on the trade's own risk calendar,
weather-triggered check-ins when something lands on a town where a
client has a building, anniversaries of completed jobs, and
re-engagement when somebody has gone quiet. Scoring that holds a weak
prospect out of the queue on business size and age, owner versus
tenant, whether a decision maker is confirmed, and whether a trigger
matched, with an override, because the score is advice.
The parts you only notice when they are missing
A pause switch that stops every agent and holds approved mail. An
activity log of every agent run, draft, approval, send, import, edit
and pause, filterable and exportable. A weekly management report on
screen. CSV import with a three-step review, and CSV export written
so a cell beginning with an equals sign cannot run as a formula on
the machine that opens it. Per-company timezones, so "overdue" flips
at the right hour for the rep looking at it. A thirty-day bin with a
countdown. One switch to close a departing employee's access, which
ends their open session rather than waiting for their next sign-in.
